Policies & Procedures

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Moving expenses for interim employee

Q. We have an employee who is being paid through our payroll office as an interim employee. Are any moving expenses for an interim employee paid through payroll or should they come through accounts… Read More

Travel expenses for a potential donor

Q. I work for a university foundation. A development officer wants to pay for a potential donor to fly into town and stay in a hotel, meals, etc. Would this be taxable to the potential donor? I… Read More

Expense reporting internal controls

Q. I am reaching out to check on the best practice for the retail industry when expenses are incurred by marketing folks who do a video shoot at a remote place and a corporate card cannot be… Read More

Unreimbursed expenses for deceased employee

Q. I work for a university and just found out an employee unexpectedly passed away before the meal receipts for a reimbursement could be submitted. What is protocol for this? Does the department… Read More

Sales tax on hotel expense reports

Q. Our organization typically separates the expense from the sales tax. Hotel receipts list several taxes, occupancy tax, city tax, state tax, county tax, etc. Most of the time these do not match the… Read More

Managing travel advances

Q. What are some of the risks of travel advances? How are they processed at your organization? A. (Answered by the IOFM Advisory Panel) ----- We never give advances. We have everyone use a… Read More

Rental car travel policy

Q. Can anyone share your company's travel policy concerning rental cars? I work in a manufacturing facility, and we have a team of 13 sales representatives who travel to sell our product. It was… Read More

International meal per diem allowance

Q. What should the per diem for partial days of international travel? SCENARIO: Left VA IAD 1/12 10AM, ARRIVE LAYOVER 1/13 8:14AM DOHA, QATAR AND 1/13/24 ARRIVE FINAL DESTINATION JAKARTA, INDONESIA… Read More

What charges should be included in a per diem allowance?

Q. Does the Per diem allowance include tips/delivery fee and or taxes.Example:$15.00 for lunch Bill is $15 for food, 5% taxes $.75, 20% tip $3.00 Total charge is $18.75. Is this the amount… Read More

What is a "reasonable period" of time in an accountable plan?

Q. Per federal tax regulations, expenses submitted after 60 days will be reported as taxable income to the employee, and applicable Federal, State, FICA and Medicare taxes will be deducted from a… Read More